Supervisor Orientation for Student Employment 2018-2019 Academic Year

1. Supervisor OrientationforStudent Employment2018-2019 Academic Year Our end goal is for students to graduate with a skill-based resume ready to use in their career search and a level of competence that will attract employers in their chosen fields. Office of Student Employment 121 White Hall Phone: 792-3353 Fax: 223-2580

2. LIFE CYLE OF A NEW JOB • Student receives an e-mail that they were accepted and need to complete their paperwork Step 1 • Student applies for a job through online portal • Student is accepted for the job - by you, the supervisor • After completed paperwork is returned to Student Employment, position is accepted by SE , an employee record is created and job is activated in banner • If they have worked for UC within past 12 months: NO NEED FOR NEW PAPERWORK • Student receives e-mail to complete job acceptance. This has several components. • Once acceptance is done, supervisor receives e-mail that student is cleared for work at Utica College Ok to begin work Bring original documents and forms to Office of SE

3. Before Students Can Work • Students cannot begin working until they have been processed through Student Employment and have completed their job acceptance. • You will then get a “Job Acceptance Completed” document in your email indicating the student is cleared to work. • Completedpaperwork must be on file in the Office of Student Employment after you have approved their position, and before a student can be processed. (Not necessary if student has worked at UC within prior 12 months) See all necessary paperwork • International students must present additional paperwork authorizing them for work in the United States (see slide #7).

4. NO-your student CANNOT work before being processed! Two reasons: Any employee who begins work without proper documentation puts the College at risk for Department of Labor fines. Our liability exposure is increased if an employee is injured on the job and has not been authorized to work. Does it matter if I hire a student with federal work-study funds or a student with UC payroll funds? Yes: Students who have FWS funding have a higher financial need.  For this reason, supervisors should give hiring priority to those students. Modifications have been made to the College’s protocols for awarding Federal Work Study (FWS).  As a result, to date 500 additional students will be receiving federal money in their aid packages, which is double the amount than at this time last year.  In fact, eventually anyone who is eligible for a PELL grant will also receive Federal Work Study funding. You will have a much larger pool of eligible students to hire from.

5. First year students will only be allowed to work if they have FWS funding with 3 exceptions. Utica College does not offer College payroll jobs to first year students with the exception of lifeguards, scribes and athletic game event workers. If you intend to hire students with FWS only, you can indicate that applicants need FWS to apply for your position on the job description. You are restricted by your department budget. Make sure students budget their hours so their funding lasts through the year. Once they are out of funding, please remove them from the schedule or notify Student Employment that you have funds available in your budget that you’d like to re-distribute.

6. If your student needs help in applying, please share this link: • Student Employment Opportunities http://www.utica.edu/hr/studentemployment/ • If your student needs help entering their hours, please give them this link: How to enter hours.

7. International Students • International students do not qualify for FWS funding and so they cannot work as freshmen students, with the exception of lifeguard, scribe and athletic game event worker. • Information required to fill out employment paperwork: • Passport and Visa • I-94 Admission number with the printout, which is found online at https://i94.cbp.dhs.gov • I-20 • Social Security Number • Students Must: • Apply for employment position. • Be accepted by supervisor. • Go to the Office of International Education and report supervisor name so a Letter of Verification can be generated. • Obtain a Social Security Number, if student doesn’t already have one. • Complete forms with a permanent USA address, if student doesn’t have one, use the College’s address (1600 Burrstone Road Utica, NY 13502) • Bring all completed forms (from International Office), along with all required documents to Student Employment to be processed.

8. Job Acceptance • Please accept or decline applications quickly as students cannot move forward in the portal until you take action. They can only apply for one job at a time, with the exception of specifically noted acceptable second jobs. • Student timesheets will become available within 30 minutes of a student completing the job acceptance in banner web. They must also accept or decline the NYS Paid Family Leave Benefit being offered to them. Using bannerweb time sheets is a condition of employment.

9. FERPA • The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records. • http://www.utica.edu/academic/registrar/ferpa.cfm • For the purposes of Student Employment, this applies to all payroll records and employment history. Please forward any job verifications to the Office of SE.

10. Scheduling • Federal regulations require that the amount of federal workstudy money a student earns be monitored and not exceeded. An exciting new tool is being provided for this purpose. Save it to your desktop for quick access. Suggest your students use it as well. FWS Calculator • Also a bi-weekly earnings report (PYRPIRK) tool will be e-mailed to help you track earnings. It is your responsibility to keep students aware of available hours remaining. • Student employees should be removed from the work schedule before they have exceeded their fund allotmentor you can notify Student Employment that you have funds available in your department budget and would like to transfer them to the student.

12. Payroll • Students will record time in and out on their timesheet, which is to include any unpaid breaks they took during a shift of over 6 hours. All shifts of over 6 hours require a 30 minute unpaid meal period. Hours should be entered in increments of 15 minutes. • When approving time, be especially aware of holidays and dates the College is closed. Do not approve these days if submitted unless the student actually worked. • The student pay schedule can be foundhereon the Student Employment website. Student payroll is processed every 2 weeks, paydays are Friday. • Direct deposit paystubs are sent via e-mail. Directions on how to set up and view direct deposit paystubs can be found here and on the Student Employment website. Direct deposit setup requires processing time, therefore first time earnings will be paid by checkand must be picked up in Student Financial Services (Room 117 Hubbard Hall) with two forms of ID. • As of September 2018, SFS will no longer cash student payroll checks.

13. Student Timesheets • Student Timesheets must be submitted and approved in Bannerweb prior to the submission and approval deadlines. How to enter hours. • Deadline dates for submitting and approving can be foundhereand on the Student Employment website under (2018 Fall Pay Schedule.) • If your student has not submitted their timesheet for approval by the deadline, you WILL NOT be able to view it. Please call the payroll office or Student Employment if you need assistance. • If you do not see a timesheet, ask the student if they submitted it correctly. (Did they log in and log out?) (Did they submit it before the deadline?) • The most common reason for a student not finding their timesheet is that their job acceptance was not done. Ask them.

14. A TIMESHEET IS A LEGAL DOCUMENT.

15. If you make a change to a timesheet, Use the “add a comment” box to document the change. Return for correction? Add a reason. Make a change? Indicate what and why. Notice a mistake? Indicate what it is. Student didn’t work – shouldn't be paid? Tell Payroll about it here.

16. Late Timesheet Submissions • Once professionally employed, there is no option of missing deadlines if one is to be successful. Allowing your students to continually miss payroll deadlines does not help prepare them for life after Utica College, so it is not in their best interest. • Is it within 2 days of the deadline? • If the student misses the deadline to submit their webtime entry and contacts you within 2 days of the deadline, tell them to email you the exact days and times they worked. Forward that email with the words “I approve these hours” to payroll@utica.edu and the payroll department will manually enter the hours into payroll. Do not give out a paper timesheet at this point. • Is it more than 2 days after the deadline passed? • If more than 2 days have passed since the deadline, the payroll is probably already processed. Your student will have to complete a paper timesheet with the exact hours and dates worked. YOU will then either hand deliver the timesheet to the payroll office or send it inter-campus mail to payroll – SE will no longer submit any online timesheets for students.

17. DO NOT send timesheets to the office of Student Employment. Processing is done in Payroll.The hours will be processed in the following payroll. What if “I” miss the deadline? DON’T! If the supervisor misses the deadline to approve, please contact the Payroll Office and ask how to proceed x3135. You are responsible for telling your employees if they will not get paid. Supervisors who chronically miss approval deadlines risk losing their student employee help. Chronic failure to approve in a timely manner will be reported to Leadership. Best practice suggests a recurring reminder to approve be placed on your google calendar. PLEASE NOTE: • DO NOT GIVE THE TIMESHEET TO YOUR STUDENT TO DELIVER. Unfortunately, hours have been known to change on the journey from a supervisor to payroll. Be sure to approve student submitted timesheets by the deadline to ensure your employees are paid on time.

18. Graduate Assistants • GA positions provide students with opportunities to engage in meaningful, career-related academic activities that support the College’s commitment to offering experiential education. • GAs also provide the College an opportunity to engage the creative and professional talent of exceptional graduate students in roles that will assist it in meeting its strategic and operational goals. • These limited positions are highly sought after and competitive. • Acceptance as a GA implies that the student is expected to perform high level tasks and to work the hours required in order to qualify for tuition benefits. Receiving a 50% reduction in tuition requires the GA to work 20 hours a week. • A year-end report evaluating the GA experience in your office will be required.

19. Important !! Disciplinary If you suspect a student has entered incorrect hours on his/her timecard: • You may return it for correction (and add a comment so the student knows the problem) • You may choose to make changes to the timecard yourself (and add a comment explaining your action) • If you suspect fraud is taking place, incident should be documented, and a conversation should be held with the student. • If this behavior continues, Student Employment should be notified and the student will be terminated and subject to review by the Utica College Judicial System. • Document unacceptable behavior on the job in writing. It is the intent of Utica College to protect all employees and students from sexual harassment. Sexual harassment is a violation of Title IX of the Civil Rights Act. Sexual harassment is defined as unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature.

20. Important CommunicationS • Variations in work schedules for academic holidays & exam periods. • Safety and health practices. • Expectations of work ethic. • Procedure for tracking hours. • Confidentiality –FERPA • Computer access & security • Training skills needed to perform job • Expectation and training of job description • Who is the student’s supervisor? • Who is the alternate supervisor? • To whom should the student direct problems & questions? • Who should be contacted if there is a change in schedule?

21. New FWS items to note: • The following restrictions are mandated by federal law. In order to maintain compliance, these items need to be considered: • FWS awards are assigned per semester and must also be earned by semester. One-half is to be earned in the fall and one-half in the spring. • FWS students cannot earn FWS dollars when they are not in attendance at school. If a supervisor has a need for student employees during a break period such as winter break, please contact SE and request the creation of a temporary college payroll position. If the position is approved, 100% of the funding will come from the department budget. There will be no additional funding for winter break. • Thanksgiving and Spring break are considered part of the school session and do not count. FWS students may continue working if needed. • Community Service jobs must be paid with FWS dollars and therefore cannot be switched to college payroll funding. Those students cannot work during winter break.

22. Thank-You By hiring a Student Employee at UC, you are giving them the opportunity to master new skills and proficiencies that will be incorporated into building future career paths. Caren Summers, Student Employment & Wellness Coordinator Office of Student Employment Room 121 White Hall Phone: 792-3365 Fax: 315-223-2580 E-mail: cbsummers@utica.edu